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Highlights

Fleet Maintenance Department highlights

Utilized School on Wheels and Transition Services students for needed assistance

These high school students are afforded the opportunity to acquire practical work experience for course credit in transitioning them from the school to the work environment. One student assisted in the Small Engines Repair Shop, one tech savvy student performed sorely needed WO data entry, and another conducted vehicle emissions testing data entry (see following Highlight). Students also assisted in filing documents and assisting mechanics when needed.

Translate emission inspections certificates into report format mandated by the City of Albuquerque

Previously, a City of Albuquerque staff member would audit the actual emissions certificates every year but began requiring a less time consuming (for them) report detailing the emissions testing activity of APS vehicles (passes, failures, technician conducting test, test date, and next due date). This necessitated Fleet Maintenance converting the time consuming information on the emissions certificates into the mandated report for the current and past three years. The Fleet Specialist trained a Transitions Services student to perform the technical data entry task needed to produce the four-year report. Now compliant and up-to-date, submitting the annual report will be much less time intensive and a City representative is on site only to inspect the emissions machine and check that technicians’ testing certifications are up to date.

Progress made in SchoolDude work order data entry and numbers’ accuracy

The Department began a dual WO data entry process (for auto mechanics) three years ago requiring the continued entry of work orders in the long used and indispensable FleetVision database as well as in SchoolDude. As expected, it was a cumbersome process to train employees in SchoolDude and accurately interpret and enter the data. Staff members are now SchoolDude proficient and confident and WO details are accurate. In addition, the Department developed an efficient method in the 2015-16 FY of converting FleetVision information into SchoolDude which has minimized and simplified data entry. Fleet Maintenance is working hard to catch up on processing work orders; while not quite current, the Department has made great progress.

Now including pick-up and delivery time in cost of small engine repair work orders

The Fleet Maintenance small engine technicians have modified the information on their work orders to include additional hours spent on work coined within M&O as “windshield time.” Windshield time adds up for the small engine mechanics that collect and deliver repaired equipment back to the schools lacking an APS vehicle. Also, the pick-up and delivery service keep custodians and yardmen on the job rather than on the road. The mechanic drives to the school, locates the appropriate staff member requesting service to collect the equipment, and then drives the equipment back to the Shop. Depending on the school location and traffic patterns around the school, this could take a 1.5 hour chunk of time out of the mechanic’s day. Mechanics also spend considerable time on some days just accumulating repairable equipment from various schools in close proximity to each other.

Mechanic Shop Supervisor implemented flatbed and box trailers PM

All vehicles are on a strictly observed preventive maintenance program but trailers and other wheeled apparatuses hitched to service trucks had not been routinely inspected. In being safety responsible, the Mechanic Shop Supervisor has now initiated an inspection schedule for anything attached to a truck possessing a vehicle identification number. Mechanics look for cracks on the metal frame and rotting or weathered trailer decking as well as grease the wheel bearings in bringing all trailers up to safety standards.

Secured outstanding authorizations from APS drivers to allow retrieval of the DMV and Samba records

The Fleet Specialist utilizes Samba driver monitoring software that speedily provides the driving records (and flags violations) monthly for all APS drivers. Samba requires the approval of each individual to allow access of their private Department of Motor Vehicles records including New Mexico driver’s license information. An audit revealed that some drivers were lacking the required authorization; an oversight that was quickly corrected.

Performing more large projects and minor body work in-house

With the addition of a new mechanic with body work experience, the Department is now able to perform some minor vehicle damage repairs. And utilizing applicable salvaged vehicles, mechanics have routinely swapped out the doors, lights, bumpers, and other body parts in-house in saving time and costs. In addition, mechanics are now doing more engine and transmission replacements over sending these out for replacement. The Department is saving considerably in purchasing new transmissions and installing them in-house.

Thanks to the drop in gas prices, 57.9% was saved in operational costs.

Although the Department cannot take credit for the significant drop in unleaded gas and diesel prices, it has certainly celebrated the $1 million plus in savings over the previous year. Considering M&O’s 14.1% drop in total budget in 2016 over the previous year, the savings couldn’t have been more fortuitous.

Purchased seven new APS Police vehicles

Four of the replaced police vehicles were marked, three were unmarked detective vehicles, and all were direly needed. Six of the previous cars were salvaged due to mechanical or collision damage as well as high mileage.

Grounds Equipment Repair Shop increased PM by 22.9%

Schools own their own grounds maintenance equipment and until recently did not use the in-house repair service available to them, rather they utilized pricy outside vendors for repairs. M&O is gladly saving the schools this expense and labor costs. M&O techs collect the equipment and provide the repair labor at no cost, leaving the schools responsible only for the cost of parts. As budgets shrink, the schools are using more of the Department’s services in maintaining their yard equipment.